Booking business travel and accommodation

The Foreign Travel, Gifts and Hospitality policy (PDF, 110KB) sets out how to deal with foreign travel, and any gifts and hospitality required or received when representing Essex County Council overseas, or to overseas' representatives.

For major events and national conferences, such as the CCN Conference, LGA Conference and National Children and Adult Services Conference, where Members and Officers plan to attend, one application for all attendees must be made using the request form.

If any changes be made to attendees once the application is approved, the form must be completed again, notifying of the change.

Before submitting the form, check if anyone else is planning to attend so that everyone is on one form.

The expectation is as follows:

• one application to be made for each event, with no late additions after this date
• the council will send a maximum of:
  • three Cabinet Members, this includes the Leader and Deputy Leader
  • Political Group Leaders or their deputy. No more than one from each political group
  • three CLT Members
• no attendance of support staff such as Executive Assistants or Cabinet Advisors will be agreed

Standard hotel rooms will be paid for in accordance with current policy. Should any individual wish to upgrade their room it will be their responsibility to change the booking and pay the difference. Bookings must comply with the travel and expenses policy.

If travelling to the event by car, there is an expectation that car sharing will take place where possible.